Keyboard shortcuts for Outlook for Mac

Applies To: Office for businessOffice 365 AdminOffice 365 Small BusinessOffice 365 Small Business AdminOutlook 2016 for MacOutlook for Mac 2011More...Less

This topic provides all the keyboard shortcuts for Outlook for Mac. Keyboard shortcuts allow you to quickly complete commands and functions without using a mouse. The shortcuts in this article refer to the US keyboard layout. Keys for other layouts might not correspond exactly to the keys on a US keyboard.

Notes:

If a shortcut requires pressing two or more keys at the same time, this topic separates the keys with a plus sign (+). If you have to press one key immediately after another, the keys are separated by a comma (,).

The settings in some versions of the Mac operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Office for Mac. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Mac operating system or see your utility application.

This topic assumes that JAWS users have turned off the Virtual Ribbon Menu feature.

In this topic

Common Outlook functions

To

Press

Start Outlook without running schedules or attempting to connect to a mail server. Use this option to prevent receiving connection errors when you use Outlook while you are not connected to the network.

SHIFT (when you start Outlook)

Open the Database Utility while Outlook is closed

Hold down the OPTION key, and then click the Outlook icon in the Dock.

Save an item

+ S

Print an item

+ P

Undo the last action

+ Z

Redo the last action

+ Y

Minimize the active window

+ M

Create a new folder in the navigation pane

SHIFT +
+ N

Hide the reading pane or show it on the right

+ \

Hide the reading pane or show it below

SHIFT +
+ \

Move the selected item to a different folder

SHIFT +
+ M

Copy the selected item to a different folder

SHIFT +
+ C

Select all items in the item list, if the item list is the active pane

+ A

Minimize or expand the ribbon

OPTION +
+ R

Hide Outlook

+ H

Quit Outlook

+ Q

Windows and dialog boxes

To

Press

Go to Mail view

+ 1

Go to Calendar view

+ 2

Go to Contacts view

+ 3

Go to Tasks view

+ 4

Go to Notes view

+ 5

Open the Progress window or make it the active window

+ 7

Open the error log or make it the active window

+ 8

Open My Day

+ 9

Open the Contacts Search window

+ 0

Open the Preferences dialog box

+ COMMA (,)

Open the Media Browser

CONTROL +
+ M

Cycle forward through open windows

+ TILDE (~)

Cycle back through open windows

SHIFT +
+ TILDE (~)

Close the active window

+ W

Open the selected item

+ O

Move forward through boxes in a dialog box

TAB

Move back through boxes in a dialog box

SHIFT + TAB

Search

To

Press

Do a basic search in Outlook

OPTION +
+ F

Do an advanced search in Outlook

SHIFT +
+ F

Find text within an item

+ F

Find the next instance of the text you searched for in an item

+ G

Find the previous instance of the text you searched for in an item

+ SHIFT + G

Cancel a search in progress

+ PERIOD (.)

Mail

To

Press

Create a new message

+ N

Send the open message

+ RETURN

Send all messages in the Outbox and receive all incoming messages

+ K

Send all the messages in the Outbox

SHIFT +
+ K

Save the open message and store it in the Drafts folder

+ S

Add an attachment to the open message

+ E

Open the Spelling and Grammar dialog box

+ COLON (:)

Check recipient names in the open messages

CONTROL +
+ C

Reply to the sender of the message or, if the message is from a mailing list, reply to the mailing list

+ R

Reply to all

SHIFT +
+ R

Forward the message

+ J

Open the selected message in a separate window

+ O

Clear the flag for the selected message

OPTION +
+ APOSTROPHE (')

Mark the selected message as junk mail

+ SHIFT + J

Mark the selected message as not junk mail

+ SHIFT + OPTION + J

Display the previous message

CONTROL + [

Display the next message

CONTROL + ]

Move the selected message to a folder

SHIFT +
+ M

Decrease the display size of text in an open message or in the reading pane

+ HYPHEN (-)

Increase the display size of text in an open message or in the reading pane

+ +

Scroll down to the next screen of text or, if you are at the end of a message, display the next message

SPACEBAR

Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous message

SHIFT + SPACEBAR

Delete the selected message

DELETE

Delete the current message, and, if the message window is open, close it

+ DELETE

Mark selected messages as read

+ T

Mark selected messages as unread

SHIFT +
+ T

Mark all messages in a folder as read

OPTION +
+ T

Calendar

To

Press

Create a new appointment

+ N

Open the selected calendar event

+ O

Delete the calendar event

DELETE

Switch the view to include today

+ T

Open the View Date date picker

SHIFT +
+ T

In day view, move to the previous day. In week and work week views, move to the previous week. In month view, move to the previous month.

+ LEFT ARROW

In day view, move to the next day. In week and work week views, move to the next week. In month view, move to the next month.

+ RIGHT ARROW

Contacts

To

Press

Create a new contact

+ N

Save and close a contact

+ RETURN

Open the selected contact

+ O

Delete the contact

DELETE

Close the current open contact and open the previous contact

CONTROL + [

Close the current open contact and open the next contact

CONTROL + ]

Tasks

To

Press

Create a new task

+ N

Save and close a task

+ RETURN

Open the selected task

+ O

Delete the task

DELETE

Close the current open task and open the previous task in the Tasks list

CONTROL + [

Close the current open task and open the next task in the Tasks list

CONTROL + ]

Notes

To

Press

Create a new note

+ N

Open the selected note

+ O

Delete the note

DELETE

Close the current open note and open the previous note in the Notes list

CONTROL + [

Close the current open note and open the next note in the Notes list

CONTROL + ]

Send a note as an e-mail message

+ J

Send a note as an attachment to an e-mail message

CONTROL +
+ J

Editing and formatting text

To

Press

Cut the selected text to the Clipboard

+ X

Copy a selection to the Clipboard

+ C

Copy the selection to the Scrapbook

CONTROL + OPTION + C

Paste a selection from the Clipboard

+ V

Paste a clip from the Scrapbook

CONTROL + OPTION + V

Paste a selection from the Clipboard and match the destination style

SHIFT + OPTION +
+ V

Make the selected text bold

+ B

Make the selected text italic

+ I

Underline the selected text

+ U

Strikethrough the selected text

SHIFT +
+ X

Move the cursor left one character

LEFT ARROW

Move the cursor right one character

RIGHT ARROW

Move the cursor up one line

UP ARROW

Move the cursor down one line

DOWN ARROW

Move the cursor to the beginning of the current paragraph

OPTION + UP ARROW

Move the cursor to the end of the current paragraph

OPTION + DOWN ARROW

Move the cursor to the beginning of the current word

OPTION + LEFT ARROW

Move the cursor to the end of the current word

OPTION + RIGHT ARROW

Delete the character to the left of the cursor, or delete the selected text

DELETE

Delete the character to the right side of the cursor, or delete the selected text